Before using the Medical Index feature to create a medical index or other index file, some additional setup may be required; see our setup article for more information.
Once your firm’s settings have been configured and documents have been designated as eligible for indexing, you can use the Medical Index feature from inside any case file. Once you click the Document Index tab in your case file the Available Documents tab will display all PDF documents that are available to be included in an index file.
Step 1 - Selecting Documents
To create a medical index, you can select the documents you would like to include in the index file and click the “+ Create Index” button. Clicking this button without selecting any documents will present the list of available documents where you can select them before moving on to the next step. You can search and filter on the list of documents to find the specific ones needed for the index you are creating. Choose next to move to the next step.
Step 2 - Name the Index
Once you have selected the desired documents, you can add a name and description for your medical index file. Choose next to move to the next step.
Step 3 - Categorize Documents
In this step you can organize your documents into categories for the cover sheet that will be generated as part of the final index. Categories appear as separate headings on the cover sheet. For example, if you want a separate section of documents for subpoenaed records with a corresponding label you can then create a category for “Subpoenaed Records.”
By default, all documents will be uncategorized and one default category will be added to the page.
You can rename a category by clicking the “Edit” pencil icon next to the category name and entering the desired name. Additional categories can be included in your medical index by clicking the “+ New Category” button and renaming the categories as needed.
The order of the categories can be adjusted by dragging and dropping their placement. The order defined on this step will be reflected in the cover sheet. To reorder categories, click on the drag icon on the right side of the category and move it up or down to arrange it in your desired order.
You can now add documents to specific categories. To move documents into a category, select the checkbox next to one or more documents and click the “Add to Category” button. Select the desired category from the provided dropdown list and the documents will then be listed under the specified category.
Repeat the process of adding documents into categories until all documents are included in the appropriate categories or have been left uncategorized, if desired.
In this step documents can also be sorted while uncategorized or after being moved into a category. The sort order set will be reflected in the cover sheet and order of documents organized in the final index. Sorting is available for the following columns:
- Document Name
- Document Author
- Date of Document
- Date of Service
To sort the documents you have selected, click on the desired column header within each category. Clicking a column once will sort in ascending order; clicking twice will order in descending order. Click the column a third time to reset the sorting to default.
Once all of your documents have been organized into categories and sorted, as desired, move to the final step.
Step 4 - Create Cover Sheet Header
On this step you can add a header to your cover sheet and adjust which columns are visible. By default, no header is included and all columns are visible. If needed, you can also edit the previously-entered index name and index description from Step 2.
To edit the header, click into the cover sheet header text box. You can enter any relevant information that you want to include, such as the case name, ADJ numbers, or claim numbers. You can also update the font and formatting of the header text, as desired.
You can adjust the visible columns in your cover sheet. The available options include Document Title, Document Author, Date of Document, Date of Service, and Page Count.
The cover sheet font can also be changed. This is used for the list of categories and documents included in your medical index. The choice will apply to all the text on the cover sheet aside from the header, which has its own setting.
Saving the Medical Index
Once you have configured your cover sheet, click “Save” to complete the medical index creation process. Saving generates the index which includes the cover page and consolidates all selected documents into one file.
You will be navigated to the Indexes tab to see all indexes created for the current case file. Please note that it may take a few minutes for your medical index to finish processing and be ready for viewing and downloading.
Editing an Existing Medical Index
Once a medical index has been generated, it can be edited as needed. Simply select the medical index you would like to edit from the Indexes tab. On the viewing page that appears, click the “Edit” button to begin the editing process, where you can make changes to any of the selections and configurations on any of the four steps of the index. Click “Save” on Step 4 to finalize your adjustments and regenerate the index file.
See our Frequently Asked Questions article for more information.